Privacy Policy

This privacy policy explains how Skillset Management ("we", "us") collects, uses and protects information when you use skillsetmanagement.co.uk and the Skillset Management desktop (Reception) app.

Who we are

Skillset Management provides a skill-matching tool that helps GP practice receptionists find the right clinician for a patient's needs. Each practice that subscribes is a separate data controller for the information its staff enter; Skillset Management acts as a data processor on their behalf.

Information we collect

We collect and store the following information:

Account details: name, email address, job title and role (admin or clinician) for staff who are invited to use the system
Skills and schedule information: clinical skills, training status, working sessions and locations entered by clinicians or admins
Practice information: practice name, contact details and subscription plan
Usage data: search terms entered by reception staff, the number of results returned, and skill suggestions submitted (these are recorded for the practice's analytics and are not linked to a named user)
Appointment wait-time logs: when a clinician is selected after a search, the wait time to the next available appointment is logged for analytics — this does not include any patient information
Support tickets: the email address, subject and message you provide when contacting support

We do not collect or store any patient-identifiable information. The system is designed to help reception staff find a clinician with the right skills — it is not a patient record system.

How we use this information

To provide and operate the skill-search service for your practice
To let admins manage staff accounts, skills, schedules and locations
To generate analytics for your practice (e.g. common searches, skill gaps, appointment wait times) so admins can plan training and rotas
To respond to support requests
To send essential account emails (e.g. invitations and password resets) via our email provider

Legal basis for processing

Where Skillset Management is used by an NHS practice, information is processed under the practice's legitimate interests in efficient staff and rota management, and under any data processing agreement in place between the practice and Skillset Management.

How we store and protect information

Data is stored in a managed PostgreSQL database hosted in the EU/UK by our infrastructure provider
Passwords are stored using one-way encryption and are never visible to us
Access to admin and superadmin areas requires authentication, and access tokens are used to authenticate the desktop app with each practice's data
Connections to the website and API are encrypted using HTTPS

Sharing your information

We do not sell or share your information with third parties for marketing purposes. Information may be shared with:

Our hosting provider, for the purposes of running the application and database
Our email provider, for sending account-related emails

Data retention

Account, skills and analytics data is retained for as long as your practice has an active subscription. If a practice's subscription ends, data may be deleted or anonymised on request. Practice administrators can also reset a practice's data from the superadmin area.

Your rights

If you are a staff member at a subscribing practice, you can ask your practice administrator to update or remove your account information at any time. Under UK GDPR you have the right to access, correct, or request deletion of your personal data. To make a request, contact us using the details below.

Cookies

We use only essential cookies needed to keep you signed in securely. We do not use tracking or advertising cookies.

Contact us

If you have any questions about this privacy policy or how your information is handled, contact us:

Email: support@skillsetmanagement.co.uk

Changes to this policy

We may update this privacy policy from time to time. The date below shows when it was last updated.

Last updated: 19 July 2026.

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